Job Description
Position: Arts Department Administrator
Department: Arts
FLSA: Non-Exempt
Reports to: Head of Visual & Performing Arts
Designation: Staff, Full-time 1.0 FTE
Schedule: 10-month, scheduled roughly 44 weeks per year, 40 hours per week
Generally Mon-Fri 8:00-4:30.
Availability for events on occasional nights and weekends, offsetting the schedule accordingly.
Travel: Occasional local travel
POSITION SUMMARY
The Arts Department Administrator is responsible for internal and external marketing of arts events and supports the arts programs by developing and implementing effective systems to ensure the office, events and performances run smoothly and gain positive coverage with the appropriate audiences. The Arts Department Administrator primarily supports arts programs during the academic year and also contributes to planning for summer arts programs.
The functions detailed below support all program areas of the Arts Department, including studio art, photography, music, theatre, dance, and the Tremaine Art Gallery. As the needs of the program and department evolve, the Arts Administrator’s responsibilities will adapt accordingly.
The Arts Administrator works cross-functionally with various departments that interact with aspects of the Arts program. Given the high degree of collaboration, the Arts Administrator is required to work on campus.
ESSENTIAL FUNCTIONS
Arts Office Operations
Collaborates with program directors to identify administrative production needs, develop planning, and implement program operations for theatre, dance, music, and visual arts.
Establishes and maintains up-to-date records of office management practices.
Schedules and tracks departmental and school-wide deadlines, coordinating, collaborating with, and assisting the Chief of Staff to the Head of School with arts events and arts faculty members.
Assembles programs for Theatre, Music, and Dance performances, creating original promotional artwork as needed.
Assists in setup coordination on the day of the event/performance, providing backup for front of house management, as needed.
Maintains the box office system to coordinate reserved seats and tickets for event guests and deposits collected donations.
Assists program director(s) to ensure arts facilities are in good order and are maintained in a clean, safe, and welcoming way. Communicates routine maintenance needs, especially in the lead-up to events and performances.
Compiles and prepares invoices for approval and payment.
Provides programmatic budgetary oversight and organization, tracking spending for budget and restricted fund review to ensure the funds are being used for the intended purposes.
Manages incoming inquiries on the arts programs. Receives and responds to visitors, phone calls, mail, and email, routing them to the appropriate person.
Assists the Head of the Arts Department with strategic efforts and special projects, as needed.
Coordinates with the School’s Archivist to ensure that departmental programs, posters, and other peripherals are collected and properly cared for.
Maintains inventory of department office supplies and places orders as needed.
Communication and Publicity of the Arts Coordinates with program leaders the development and implementation of systems of communications for arts events and news, establishing an annual calendar of events and media coverage. Communicates and collaborates with the Chief of Staff to the Head of School, Student Activities Administrator, Dining Services, and other stakeholders across the School to ensure departmental compliance with event management protocol.
Publishes special events details on internal & external communications channels, including:
Arts competitions, student gallery submissions, student publications, visiting artists, lectures, alumni artist events, and museum and gallery trips off campus.
Proactively solicits, collaborates, and coordinates with program directors to develop press releases and news articles in a timely manner and to publish them on multiple platforms, including mailings, web pages, and social media.
Works closely with the communications office and external vendors to design templates for digital and print media and to implement advertising for arts events and performances, in addition to securing updated information on the School’s website.
Promotes local outreach of events by establishing relationships with nearby businesses, churches, retirement communities, and other cultural venues. Ensures proper distribution and posting of informational material.
Ensures that materials developed are aligned with standards set by the communications office.
Tremaine Art Gallery
The Arts Department Administrator partners with the Tremaine Art Gallery Director to support certain aspects of Gallery operations, including but not limited to the following: Assists in gallery show installation, specifically:
Creating lists and labels for each artwork, printing artist’s statements, price lists, and bios;
Communicating and scheduling with artists; collecting images, written materials, artworks, shipping needs, and supporting materials;
Labeling artworks and uploading artist information within the virtual exhibition space, and coordinating with Communications to upload these virtual shows to the School’s website.
Schedules volunteers to supervise the gallery and provides backup support when a volunteer cannot be scheduled during critical gallery hours.
Tracks and analyzes gallery expenditures, making budgetary recommendations to the Gallery Director.
Collaborates with the Gallery Director to understand volunteer staffing needs, based on events and Gallery hours. Manages logistics and set up for temporary employees and volunteers, in coordination with the program lead and HR, implementing guidelines or creating and updating internal position descriptions and guidebooks for volunteers as needed.
Assists program lead with logistics for visiting artists, including:
Contract maintenance,
Travel and hotel arrangements,
Shipment and logistics of visiting art installations.
Qualifications Associate’s degree or a combination of education and experience.
Understanding of the protocols and objectives of an independent boarding school environment is preferable.
Successful administrative experience. Excellent organizational skills and detail-oriented.
Ability to identify issues and be proactive in driving solutions.
Ability to set priorities, embrace a systems mindset, balance complexity, and meet deadlines.
Proficient with technology, able to adapt and learn new technology as needed.
Proficient with effectively using social media (Facebook, Instagram, etc.) and advertising to reach various audiences.
Excellent communication skills, both written and oral.
Ability to collaborate in a team environment.
Ability to work well with a variety of people from various backgrounds.
Ability to work independently and proactively and to persist, in order to ensure thoroughness.
PHYSICAL CONDITIONS Work is conducted primarily in an office environment.
Must operate a keyboard and computer.
Moderate to frequent lifting, carrying up to 25 pounds.
Moderate to frequent standing and stooping, mostly when assisting with events and productions.
Must be able to move between the office and various areas of the arts, on and off-campus.
The essential functions and basic skills have been included. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate. This position description is subject to change at any time.
The Hotchkiss School is an equal opportunity employer and is committed to basing judgments concerning the employment of individuals upon their qualifications and abilities. The School is firmly committed to equal employment and advancement opportunities for all employees and applicants in all phases of the employment process (including recruitment, hiring, assignment, terms and conditions of employment, compensation, benefits, training, promotion, transfer, discipline and termination).
In accordance with applicable law, the School does not discriminate against any individual based on age, ancestry, color, genetic information, learning disability, marital status, past or present history of mental disability, national origin, physical disability, race, religious creed, sex, pregnancy, sexual orientation, gender identity or expression, veteran status, or any other protected characteristic.
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.
For further information, please review the Know Your Rights notice from the Department of Labor. Staff & Summer Fellow
Job Tags
Full time, Contract work, Temporary work, Summer work, Work at office, Local area, Night shift,